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Illinois Information Center

Provider Enrollment Form

Electronic Visit Verification Solution for the Illinois Department of Healthcare and Family Services (HFS), Illinois Department of Human Services (DHS) – Division of Developmental Disabilities (DDD), lllinois Division of Specialized Care for Children (DSCC), Illinois Medicaid, Medicaid Managed Care, and MMAI

HFS has partnered with HHAeXchange to help Illinois providers become compliant with state and federal Electronic Visit Verification (EVV) requirements and ensure a simplified, user-friendly, and seamless experience.

The first step will be to fill out the Provider Enrollment Form, linked below, to identify yourself as an Illinois provider agency.

Selecting an EVV solution that fits your provider agency

This enrollment form is designed to capture information about your agency in order for HHAeXchange to collect and report EVV data for all personal care services (PCS) provided through the Adults with DD waiver and DD Children Support waiver programs as well as collect EVV data for all home health services provided through Illinois Department of Healthcare and Family Services (HFS), Illinois Department of Human Services (DHS) – Division of Developmental Disabilities (DDD), lllinois Division of Specialized Care for Children (DSCC), Illinois Division of Rehabilitation Services (DRS).

Your provider agency plays a vital role in the success of the state’s EVV program. As part of your participation with Illinois DDD, you have two options to ensure EVV compliance:

  • Option 1 – Agencies currently without an EVV Solution: You can choose to use free EVV tools from HHAeXchange for Personal Support Worker (PSW) services.
  • Option 2 – Agencies currently using another 3rd Party EVV Solution: You can continue using your existing EVV system or you can switch to the free HHAeXchange EVV solution. If you elect to continue utilizing your current 3rd Party EVV solution, your EVV visit data will be imported into HHAeXchange using Electronic Data Interchange (EDI). If you choose to stay with your current EVV provider please visit the EDI process tab for further instructions.

Virtual Information Sessions are being held for all providers to share key dates and details about the HHAeXchange EVV Portal implementation, including key workflow changes, system benefits, and next steps.

Please find the recording and slidedeck here

Important Dates Illinois Home Health

  • Information Session: November 13, 2023-November 17, 2023
  • System User training: December 12, 2023-December 15,2023
  • Learning Management System Access: December 6, 2023
  • Go-Live: December 31, 2023

 

The recording and slide deck can be found below for Illinois DDD personal care services:

Important Dates Illinois DDD Personal Care

  • Information Session: May 31, 2023-June 7, 2023
  • System User training: August 7, 2023-August 9, 2023, August 14th and August 16th
  • Learning Management System Access: August 1, 2023
  • Go-Live: September 1, 2023

HHAeXchange is offered at no cost to the providers. However, we understand that providers may need to expend time and resources to implement a change this large in order to achieve compliance in partnership and cooperation with Illinois (IL) DHS-DDD and HFS. Here’s a look at some of the benefits you will get if you choose the no-cost HHAeXchange EVV Portal.

EVV

  • Participant Management for the DHS-DDD Program
  • Mobile Application in Multiple Languages
  • Telephone Lines in English and Spanish
  • EVV options focused on Self-Direction
  • Clock-In / Clock-Out Exception Dashboard
  • Submission / Aggregation of EVV Data to DHS-DDD

Compliance

  • Plan of Care Adherence
  • Visit Confirmation Compliance
  • Visit Reporting

Purpose-Built for Self-Direction

  • Participant or employer review and approval of time worked

Provider System User Training

Provider System User Trainings were held via webinar in December of 2023. Additional sessions will be held In January 2024. Please note- the same material will be presented during both the December and January sessions. Please register below.

System User Training Registration- January 2024

Go-Live Support Webinar for Illinois Home Health

The Go-Live Support Webinar was held for all in scope providers and covered the updates and changes related to the Illinois Implementation in the HHAeXchange system. The webinar sessions concluded on Thursday January 4th, 2024. The recording and slide deck can be found below:

RecordingSlides

Go-Live Support Webinar for Illinois DDD Personal Care

The Go-Live Support Webinar was held for all in scope providers and covered the updates and changes related to the Illinois Implementation in the HHAeXchange system. The webinar sessions concluded on Thursday August 24, 2023. The recording and slide deck can be found below:

RecordingSlides

Upcoming Webinars

Please click here for Additional Training Webinars.

Use the Learning Management System (LMS):

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete.

  • An email will be sent to the contact that completed the Cognito Survey
  • One Username will be sent for your Agency to use. Username can be distributed amongst all members of your agency to complete the assigned courses.
  • Login to the LMS website using the provided credentials in the email
  • Work on completing the courses by reviewing the information provided
  • Any updates made to the password should be distributed amongst all members who have access to the account
  • All providers can contact us by submitting a ticket via the Client Support Portal: https://www.hhaexchange.com/supportrequest

Visit the Learning Management System

 

Electronic Data Interchange (EDI) Process

The EVV integration timeline is dependent on the 3rd party agency management system and other factors. While in the configuration process, you do not need to do anything further for EVV or data aggregation at this time aside from responding to vendor or HHAX requests for EDI linking. As long as EVV data is being captured, it will be transferred over for aggregation retroactively once linking is completed.

EDI Overview (Integrating with a 3rd Party Agency Management System)

Note, this process applies specifically for providers that chose option 2, found on the “Overview” tab above.

Thank you for working with HHAeXchange on the Electronic Data Interchange (EDI) project for your agency. Below you will find information about the general requirements and steps to successfully integrate your 3rd Party Agency Management System with HHAeXchange. EDI providers will be required to comply with both the business requirements and technical specifications listed below. Upon review of the documents below, please contact HHAeXchange to begin the integration process.

Initial steps EDI providers should follow:

Please review and follow the steps below, (these steps are also found on the HHAeXchange Provider EDI Welcome Packet):

  1. Business Requirements Link
  2. Technical Specification document
  3. Authorization Specification
  4. Please follow these instructions in order for the EDI team to receive your file. Go to hhaexchange.com/supportrequest, from the support portal page please click on 3rd party integration support and submit a caregiver import request.

Training Opportunities for EDI Providers

EDI Onboarding Webinar for Illinois Home Health

Please register for upcoming EDI training occurring on February 21st, 2024 at 10am CST.

Register here!

Our EDI Onboarding Webinar has concluded. The recording and slide deck can be found below:

Recording | Slides

EDI Onboarding Webinar for Illinois DDD Personal Care

Our EDI Onboarding Webinar has concluded. The recording and slide deck can be found below:

Recording | Slides

Illinois Services in Scope

Home Health Care Services (HHCS): Individuals receiving home health services through the Medicaid State Plan, or authorized under a waiver, including the Medically Fragile Technology Dependent (MFTD) Waiver

Illinois Department of Human Services (DHS) – State Service Home Health

Illinois Department of Human Services (DHS)- Illinois Division of Specialized Care for Children (DSCC)
Service Code Description
T1002 Nursing RN – Agency Provider (MFTD waiver)
T1003 Nursing LPN – Agency Provider (MFTD waiver)
T1004:TU Home Health Aide Services – Agency Provider (MFTD waiver)
T1005:TD:TT Respite Nursing (MFTD waiver, LPN, RN providing service)
T1005:TE:TT Respite Nursing (MFTD waiver, LPN, RN providing service)
S5150 Respite Nursing (MFTD waiver, CNA providing service)
Illinois Department of Human Services (DHS) – Division of Developmental Disabilities (DDD)
Service Code Description
G0151 Physical therapy visit
G0152:U2 Occupational therapy evaluation
G0152 Occupational therapy
G0153 Speech therapy visit
T1002 Nursing RN – Agency Provider (Adult DD, DRS,  waivers)
T1003 Nursing LPN – Agency Provider (Adult DD, DRS, waivers)
Service Code Description
G0299:U2 Intermittent skilled nursing assessment visit.
G0299 Intermittent skilled nursing visit during the first 60 days following inpatient hospital discharge, if care is initiated within 14 days from the day of discharge.
G0299 Intermittent nursing visits not following a hospital stay or following the initial 60-day period.
G0300 Intermittent skilled nursing visit during the first 60 days following inpatient hospital discharge, if care is inititated within 14 days from the day of discharge.; Intermittent nursing visits not following a hospital stay or following the initial 60-day period.
G0156 Home health aide visit not following a hospital stay, or following the initial 60-day period; Home health aide visit during the first 60 days following inpatient hospital discharge, if care is initiated within 14 days from the day of discharge.
G0151:U2 Physical therapy evaluation
G0151 Physical therapy visit
G0152:U2 Occupational therapy evaluation
G0152 Occupational therapy
G0153:U2 Speech therapy evaluation
G0153 Speech therapy visit

 

Personal Care Services (PCS): Individuals receiving personal support in the home through Illinois’ Home and Community Based Services (HCBS) waivers, This consists of services supporting Activities of Daily Living (ADLs), such as bathing, dressing, grooming, and meal preparation. Illinois’ (HCBS) waivers that fall under the PCS definition include:
Persons with Disabilities waiver
Brain Injury waiver
HIV/AIDS waiver
Elderly Waiver
Adults with Developmental Disabilities Waiver
Children and Young Adults with Developmental Disabilities Support Waiver

Illinois Department of Human Services (DHS) – Division of Developmental Disabilities (DDD) Personal Care Services

Service Code Service Description
T1019 Personal Support
T1019:TU Personal Support (Overtime)
T2034 Personal Support (Crisis Funding)
T2023:TU Personal Support (Crisis Funding Overtime)

All providers can use our Client Support Portal to find answers to questions and create support requests.

If you need to contact someone directly from DHS-DDD, please email [email protected].

If you need to contact someone directly for Home Health questions please email [email protected].